Student Work-Study Handbook

Federal Work-Study (FWS) is a form of need-based federal financial aid. FWS provides opportunities for students to work on campus while attending school half-time or greater. After the award has been made the student has a limited time period in which to find a job, and once employed must work on a consistent basis. FWS earnings do not count against future financial aid eligibility.  Students are not required to apply for, or accept, FWS in order to receive other forms of student aid such as an assistantship, tuition waiver, scholarship, or grant.

Although FWS is the largest and most common work-study program, the student’s award may be made from a different program and thus have a different name. However, the term FWS and the related FWS policies apply to all work-study programs administered through the University Office of Scholarships and Financial Aid.

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Student Eligibility

• Eligible for federal financial aid
• Demonstrate financial need
• Enrolled 1/2x or greater
• Eligible to legally work in the United States
• Not a University of Utah benefits eligible employee (except for health insurance provided under the Affordable Care Act)

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Application

• Complete application for need-based financial aid (FAFSA)
• Indicate interest in Federal Work-Study on the FAFSA
• FWS funds are limited. If the student is not initially awarded FWS, he/she may submit a FWS Request Form. This form is posted on the University Office of Scholarships and Financial Aid website during periods when additional funds may be available.

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Award Amount

The award amount represents the maximum gross wage the student may earn in the FWS program, during the award period. The award amount includes both a federal/state contribution and a departmental contribution.

The award must be earned through hours worked. Wages considered to be ineligible for FWS funding are not counted against the award.

The amount of the FWS award cannot exceed a student’s financial need. Changes to financial need, or to any other awards in a student’s financial aid package, may reduce or eliminate the FWS award amount.

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Award Period

Awards are given for an award period that falls within the award year of July 1st through June 30th. Students must re-apply each award year, awards are not automatically renewed. The award period is based on the semester(s) for which the student is enrolled. In general, the award periods are as follows:

• Fall Semester: 07/01-12/15
• Spring Semester: 12/16-04/30
• Summer Semester: 05/01-06/30

Students who will be enrolled Summer Semester, and would like to work during May and June, must submit a Financial Aid Summer Application by April 1st.

The award period may be extended if the student’s enrollment plans have changed for the current award year. The student must contact the FWS Coordinator to determine if an extension may be approved.

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Award Cancellation

Any unearned award amount is forfeited at the end of the award period or at the time the award is cancelled. Awards may be cancelled under the following conditions:

The student ceases to maintain FWS eligibility
A JRN is not issued within the Required Time Frames
The student does not verify JRN Activation
The JRN Expires

 

 

Required Time Frames

Students have a limited amount of time in which to find a job. A position must be secured and a JRN issued within the following time frames:

• Fall and Fall/Spring Awards: September 30th
• Spring Awards: February 15th

Exception: Students will be allowed at least 45 days, from the offer date of the FWS award, to obtain a JRN.

Awards will be cancelled if the JRN is not issued according to the above time frames.

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Finding a Job

Being awarded work-study does not guarantee employment.  Students are responsible for finding their own on-campus employment. Students must have a FWS award in order to apply for a job classified as a work-study position.

Job postings should clearly indicate that the position is for eligible students with work-study funding. Jobs must meet the criteria for a work-study eligible position in order for the student to utilize their work-study award in that job.

Most employing departments are flexible with the student’s school schedule.

For more information on finding a job go to: Find a Work-Study Job.

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Applications and Interviewing

Applications are made through The University of Utah Division of Human Resources and forwarded directly to the hiring department. The interviewing and hiring process are between the student and the hiring department. The FWS Coordinator will not handle any aspect of the hiring process.

Employers may not require the student to provide proof of a work-study award. Employers must verify work-study eligibility through the JRN process.

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Eligible/Ineligible Positions

Eligible (must meet all criteria)

• .50 FTE or less (20 hours/week)
• Temporary
• Hourly
• Administered through The University of Utah Division of Human Resources

Ineligible

• A position that creates benefits eligibility at the University of Utah, including the Graduate Tuition Benefit Program.  Health insurance benefits required under the Affordable Care Act will not make the position ineligible.
• A position that involves constructing, operating, or maintaining any part of a building used for religious worship or sectarian instruction
• A position that displaces regular employees or impairs existing service contracts

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Termination

Work-study students are temporary, at will employees and employment may be terminated at any time.

Standard practices should be followed in regard to the termination of FWS employees. If you have questions about termination, please contact The University of Utah Division of Human Resources.

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